Staffing: Definition, Meaning, and Functions
Staffing – Meaning and Objectives
Staffing is concerned with manning various positions in the organization. Staffing involves the determination of manpower requirements of the enterprise and providing it with adequate competent people at all its levels. Thus, manpower planning, procurement (i.e., selection and placement), training and development, appraisal and remuneration of workers are included in staffing.
what is staffing in management?
Functions of Staffing
- The first and foremost function of staffing is to obtain qualified personnel for different jobs position in the organization.
- In staffing, the right person is recruited for the right jobs, therefore it leads to maximum productivity and higher performance.
- It helps in promoting the optimum utilization of human resources through various aspects.
- Job satisfaction and morale of the workers increase through the recruitment of the right person.
- Staffing helps to ensure better utilization of human resources.
- It ensures the continuity and growth of the organization, through development managers.
Importance of Staffing
Efficient Performance of Other Functions
For the efficient performance of other functions of management, staffing is key. Since, if an organization does not have competent personnel, then it cannot perform the functions of management like planning, organizing, and control functions properly.
Effective Use of Technology and Other Resources
What is staffing and technology’s connection? Well, it is the human factor that is instrumental in the effective utilization of the latest technology, capital, material, etc. the management can ensure the right kinds of personnel by performing the staffing function.
Optimum Utilization of Human Resources
The wage bill of big concern is quite high. Also, a huge amount is spent on recruitment, selection, training, and development of employees. To get the optimum output, the staffing function should be performed in an efficient manner.
Development of Human Capital
Another function of staffing is concerned with human capital requirements. Since the management is required to determine in advance the manpower requirements. Therefore, it has also to train and develop the existing personnel for career advancement. This will meet the requirements of the company in the future.
The Motivation of Human Resources
In an organization, the behavior of individuals is influenced by various factors which are involved such as education level, needs, socio-cultural factors, etc. Therefore, the human aspects of the organization have become very important and so that the workers can also be motivated by financial and non-financial incentives in order to perform their functions properly in achieving the objectives.
Building Higher Morale
The right type of climate should be created for the workers to contribute to the achievement of the organizational objectives. Therefore, by performing the staffing function effectively and efficiently, the management is able to describe the significance and importance which it attaches to the personnel working in the enterprise.
Steps involved in Staffing Process
- Manpower Planning
- Recruitment
- Selection
- Placement
- Training
- Development
- Promotion
- Transfer
- Appraisal
- Determination of Remuneration
Now, the process of Staffing can be explained in the following ways as follows-
1. Manpower Planning
Manpower planning can be regarded as the quantitative and qualitative measurement of the labor force required in an enterprise. Therefore, in an overall sense, the planning process involves the synergy in creating and evaluating the manpower inventory and as well as in developing the required talents among the employees selected for promotion advancement
2. Recruitment
Recruitment is a process of searching for prospective employees and stimulating them to apply for jobs in the organization. It stands for finding the source from where potential employees will be selected.
3. Selection
Selection is a process of eliminating those who appear unpromising. The purpose of this selection process is to determine whether a candidate is suitable for employment in the organization or not. Therefore, the main aim of the process of selection is selecting the right candidates to fill various positions in the organization. A well-planned selection procedure is of utmost importance.
4. Placement
Placement means putting the person on the job for which he is selected. It includes introducing the employee to his job.
5. Training
After the selection of an employee, the important part of the program is to provide training to the new employee. With the various technological changes, the need for training employees is being increased to keep the employees in touch with the various new developments.
6. Development
A sound staffing policy provides for the introduction of a system of planned promotion in every organization. If employees are not at all have suitable opportunities for their development and promotion, they get frustrated which affects their work.
7. Promotions
The process of promotion implies the up-gradation of an employee to a higher post involving increasing rank, prestige and responsibilities. Generally, the promotion is linked to increment in wages and incentives but it is not essential that it always relates to that part of an organization.
8. Transfer
Transfer means the movement of an employee from one job to another without increment in pay, status, or responsibilities. Therefore this process of staffing needs to be evaluated on a timely basis.
9. Appraisal
Appraisal of employees as to how efficiently the subordinate is performing a job and also to know his aptitudes and other qualities necessary for performing the job assigned to him.
10. Determination of Remuneration
This is the last process which is very crucial as it involves determining remuneration which is one of the most difficult functions of the personnel department because there are no definite or exact means to determine correct wages.
Benefits of Staffing Process
The benefits of an effective staffing function are as follows-
- Staffing process helps in getting right people for the right job at right time. The function of staffing helps the management to decide the number of employees needed for the organization and with what qualifications and experience.
- The staffing process helps to improve organizational productivity. Therefore, through proper selection of employees in the organization, it can increase the quality of the employees, and through proper training, the performance level of the employees can also be improved.
- It helps in providing job satisfaction to the employees and thus keeps their morale high. With proper training and development programmer, the employees get motivation and their efficiency improves and they feel assured of their career advancements.
- It maintains harmony in the organization. Therefore with an overall performance of proper staffing in an organization, the individuals are not only recruited and selected and but as a result, their performance is regularly appraised and promotions made on merit which fosters harmony and peace in the organization for the accomplishment of overall objectives of an organization.
Staffing – Nature: People-Oriented, Development-Oriented, Pervasive Function, Continuous Function, Human Objectives, Interdisciplinary Nature & a Few Others
The following are the basic nature of staffing:
i. People-oriented – Staffing deals with the efficient utilization of human resources in an organization. It promotes and stimulates every employee to make his full contribution for achieving the desired objective of the organization.
ii. Development-oriented – It is concerned with developing the potentialities of personnel in the organization. It develops their personality, interests, and skills. It enables employees to get maximum satisfaction from their work. It assists employees to realize their full potential. It provides opportunities to employees for their advancement through training, job education, etc.
iii. Pervasive function – Staffing is required in every organization. It is a major sub-system in the total management system that can be applied to both profit-making and non-profit making organizations. It is required at all levels of organization for all types of employees.
iv. Continuous function – Staffing is a continuous and never-ending process. It requires constant alertness and awareness of human relations and their importance in every operation.
v. Human objectives – It develops the potentialities of employees so that they can derive maximum satisfaction from their work. It creates an atmosphere where employees willingly cooperate for the attainment of desired organizational goals.
vi. Individuals as well as group-oriented – Staffing is concerned with employees both as individuals and as a group in attaining goals. It establishes a proper organizational structure to satisfy individual needs and group efforts. It integrates individual and group goals in such a manner that the employees feel a sense of involvement in the organization.
vii. Developing cordial working environment – It develops a cordial environment in the enterprise where each employee contributes his best for the achievement of organizational goals. It provides a very comfortable physical and psychological working environment.
viii. Interdisciplinary nature – Staffing has its roots in social sciences. It uses concepts drawn from various disciplines such as psychology, sociology, anthropology, and management. It has also borrowed principles from behavioral sciences. It is a science of human engineering.
ix. Integral part of general management – Staffing is an integral part of general management. It is very much a part of every line manager’s responsibility. Every member of the management group (from top to bottom) must be an effective personnel administrator. It renders service to other functional areas of management.
x. Science, as well as art – Staffing, is a science of human engineering. It is an organized body of knowledge consisting of principles and techniques. It is also an art as it involves skills to deal with people. It is one of the creative arts as it handles employees and solves their problems systematically. It is a philosophy of management as it believes in the dignity and worth of human beings.
Staffing – Characteristics of Staffing as a Function of Management
The following facts clearly bring out the characteristics of staffing as a function of management:
Characteristic # 1. Related to Human Beings:
The first important characteristic of staffing is its relationship with human beings. It means that unlike planning and organising it is not mere paperwork but involves the appointment of competent persons on various posts. Planning lays down what, when, how, and by whom work is to be done. Similarly, an organisational structure chart is prepared under organising.
On the contrary, understaffing, competent individuals are selected and given training keeping in view the importance of the post and not only doing paperwork alone. All the activities done to accomplish this work are connected with human beings-they may be recruitment, selection, training, promotion, etc.
Characteristic # 2. Separate Managerial Function:
The second important characteristic of staffing is that it is a separate managerial function. Separate managerial function means that far from being a major part of some function, it is in itself a major function. Staffing is included in the other categories of managerial functions like planning, organising, leading, and controlling. A little earlier, some management experts considered it a part of organising. But these days, on the basis of various researches, it is accepted as an important separate managerial function.
Characteristic # 3. Essential at All Managerial Levels:
Staffing is essential at all managerial levels. The Board of Directors performs the function of staffing by appointing General Manager. The General Manager does so by appointing departmental managers, while the departmental managers perform this function by appointing their subordinates. It must be clarified here that the establishment of a separate personnel department does not free the concerned managers from this all-important function.
The aim of establishing this department is to assist the managers at every level in the performance of their function of staffing. It is important to note that the final responsibility regarding staffing lies with the managers concerned.
Characteristic # 4. Related to Social Responsibility:
Staffing deals with human beings and man is a social animal. Since it is connected with human beings, the social responsibility of this function is born. In order to discharge this responsibility, the managers should take care and be impartial while going through the allied functions of recruitment, selection, promotion, etc.
Characteristic # 5. Effect of Internal and External Environment:
The performance of staffing is affected by the internal and external environment of the enterprise. The internal environment of the enterprise includes policies connected with the employees — like the promotion policy, demotion policy, transfer policy, etc. If as a matter of policy the vacant posts are to be filled up by promotion, the employees already working in the enterprise will have the opportunity to reach higher posts, and the people from outside will be appointed only on lower posts.
In this way, the internal policy of the organization does affect the function of staffing. The external environment affecting the enterprise includes government policies and the educational environment. It can be the policy of the government that in a particular enterprise employees should be recruited only through employment exchange. Educational institutions can help in the development of the employees by organizing special training camps. In this way, the external environment also affects the function of staffing.
Staffing – 3 Important Aspects: Recruitment, Selection and Training
Staffing has three aspects:
1. Recruitment – Recruitment is a positive process that aims to attract a larger number of people with desirable profiles to apply for positions vacant in the organization. The higher the number of applicants, the greater is the possibility of finding a suitable employee.
2. Selection – Selection is a negative process that scrutinizes the applications received and selects only those who are most suitable for the vacant position. Recruitment invites applications but selection rejects applications.
3. Training – Training is another positive process that upgrades the knowledge and skills of employees and enhances the ability to perform better.
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